Offerors Questions and Answers W911SF22R0009 (1).pdf

1. Please advise if there is an incumbent currently serving for these services. If so, what is the name of the contractor.

A: There are two incumbent personnel, as required by the contract work statement, provided by the current contractor, Ark Media LLC.

2. In section C.1.4; -> Please define unusual hours.

A: Photographers are expected to support events outside of a normal duty day, i.e. evening receptions on post or in the local Columbus community, at times weekends when units are training or during competitions. Some events outside normal duty hours are short duration, 1-2 hours and at times, specifically during competitions or unit training scheduled for the weekend’s time may be greater than 4 hours.

Unusual hours are scheduled and known more than 72 hours in advance, but not an absolute and may be notified of a requirement day of event.

3. In Section C.1.6.4 Task 1: C.5.1.b.: 3. Write accurate cutline information for all published images. - > Please define the average number of images which need to be uploaded per event. Is this at the photographer's discretion?

A: Average number of images are usually based on the event supported. For example, a three day competitive event may require more than 100 photos, whereas a VIP visit may only be one photograph.

Usually, but not absolute, an example of capturing digital imagery of personnel conducting routine training at one of the many ranges at Fort Benning, contract personnel could easily be expected to upload no less than 12 images and no more than 50. Once photograph production is complete, photographs will be reviewed prior to release, release is not at photographer discretion. Expectation is quality documentation for a broad informative purpose and not bare minimum to satisfy the contract requirement.

4. In Section C.1.6.4 Task 1: C.5.1.e.: 5. Support PAO products -> Will these products be outlined by the Public Affairs Officer (dimensions, templates, color schemes etc?)

A: Yes, guidance, required templates and new ones recommended, color schemes will be discussed, planned and when necessary provided. As to discussion and planning dimensions, new templates and color schemes, contractor artistic creative and thought will be included. Most importantly it is about the best way to connect with an audience and maximize informative reach.

5. In Section C.1.6.4 Task 2: C.5.1.i.: 6. Upload all images and maintain a consistent and uniform photo -> Please define uniform photo. Is this referring to editing style of the image? Composition of the image?

A: This does not refer to in studio portraits, but photographs of operational activities and imagery of guest visiting Fort Benning. Uniformity refers to standard operating procedures, use of provided templates and generally common use of cropping, color correction, dodging, burning, limited restorative work (removing unwanted items from group photos) resizing, embedding/uploading cutline/byline information, making duplication/printing, organizing and updating archives and uploading finished and approved images and cutlines to the Internet.

6. In Section C.1.6.4. Task 2: C.5.19.: 7. Products must be completed for uploading within 24 hours, in order for products to be timely and newsworthy. -> Please advise if this is referring to every event captured on a daily basis, or will the PAO advise contractor on which event/session.

A: PAO will advise but expectation is to have the photographs ready for use within 24 hours. Exceptions may include an event that occurs on Friday and production can wait until Monday morning of the following work week. At times, events scheduled for end of work week, photographs are expected to be produced and released the same day and when this happens, PAO will advise the contract employee so expectations are managed for both parties.

7. Is there any housing available for photographers to rent on base ?

A: Please contact Fort Benning housing Office, https://www.benning.army.mil/Garrison/Housing/index.html

8. Will photographers need to be vaccinated?

A: At this time the COVID-19 vaccine is not required, however, that may change according to government policy.

9. On the PWS it says photos are required to be submitted within 24 hours to be newsworthy (C.5.19 pg 9) and also says photos are to be submitted with 72 hours ( C.5.13 pg 8) will there be communication with PAO for distinction to which event will need the shorter time frame for photo ?

A: Yes, there will be communication with the PAO for distinction to which event will need the shorter time frame for photo. PAO will advise but expectation is to have the photographs ready for use within 24 hours. Exceptions may include an event that occurs on Friday and production can wait until Monday morning of the following work week. At times, events scheduled for end of work week, photographs are expected to be produced and released the same day and when this happens, PAO will advise the contract employee so expectations are managed for both parties.

10. How frequently can we expect field and flight assignments?

A: Flight assignments are very infrequent. Expectation is frequent field assignments for action packed imagery of training events for use and inform a very broad audience of Fort Benning operations and activities.

11. Based on the history of Fort Benning, how often can we expect unscheduled shoots?

A: Goal is to not have unscheduled shoots and frequently coordinate with staffs and units to schedule photography events. As well, those staff organizations and units work diligently to schedule request for photography support. When those request and events are submitted, review and scheduling is very timely.

12. When will the first production meeting be held?

A: The Public Affairs Office has weekly planning meetings, scheduled for Mondays, and usually plans six weeks out to manage expectations.

13. Is there an already established calendar of Fort Benning events (including location and type of event) that will help us in our planning?

A: Yes, planning calendars are provided to the photography team during weekly planning meetings and at times receive direct request from staffs and units. When that happens, contract photographers inform the PAO and discuss availability and support options.

I4. Was wondering if there is a proposed/ set period of performance for this solicitation. Please advise.

A: The Period of Performance is stated in the solicitation under DELIVERY INFORMATION.

15. PWS states that work hours vary and that services could be required anywhere from 80-120 hours per week, that there are between 8 and 12 requirements for group photos per month, between 4 and 6 VIP visits a month, and between 18 and 22 special events per month. So, my question is, would you possibly know a number of how many consistent daily photographers that may be needed? Or how many events are typically happening daily or all at once? This would assist in determining how many assistant photographers we need available either through our company associates or freelance terms.

A: Expectation is two photographers present in the office daily for scheduled events and to plan additional events to support the command. C.1.4. describes expectations of 80-120 hours per week and it is not reasonable to assume one individual is capable of performing that level of work during the contract performance period.

16. PWS states that "Normally the government will provide a weeks notice for events requiring coverage. Occasionally, Contractor shall be required to provide coverage with 10 minutes notice during normal hours and 2 hours notice during non-duty hours." My question here is in regards to if coverage will usually be provided during the normal on duty hours Monday through Friday?

A: Yes, majority of requirements are during normal duty hours, 8am-5pm, Monday through Friday but there are exceptions that will be communicated in a timely manner to the photographers.

17. As stated earlier, we are located in two hours drive away in Atlanta, so would it be expected to travel daily or is there any lodging considered? Or is relocation for the duration of the contract expected?

A: Contract photographers are expected to be present for work during the normal duty hours, 8am-5pm daily Monday through Friday and on occasion for events coordinated outside the normal duty hours.

Lodging is not provided or coordinated, that is a contractor responsibility. Please contact Fort Benning housing Office, https://www.benning.army.mil/Garrison/Housing/index.html for information or assistance.

18. PWS mentions printing services may be needed immediately on site for particular occasions. Are printing capabilities to come from us or are there government print capabilities on site. We do have third party print capabilities that we trust and work with consistently, but these would be print orders and typically shipped to receivers of the products but of course these would not be on site.

A: Contractor will be expected to provide timely print capability and print orders usually are insufficient to meet timeliness of expected requirements and request. Events, such as distinguished visitors, expect to have a group photograph or photographs of their visit when they depart. On site print capability is expected.

19. Is there information on what the current pricing you guys are paying?

A: Each offeror should provide a proposed price that they consider fair and reasonable for the work described in the in the Performance Work Statement, in accordance with industry practices.

20. Whether companies from Outside USA can apply for this?

(like,from India or Canada) A: This requirement is performed at Fort Benning, GA, and the Chattahoochee Valley area, and requires the presence of the contractor personnel including PM. Contractor personnel should be present in the office daily from 8am-5pm. Contractor should be registered in the System for Award Management at SAM.gov, in order to do business with the US Government.

21. Whether we need to come over there for meetings?

A: Yes. Contract personnel are expected to be present in the office daily from 8am-5pm and to attend meetings in person.

22 . Can we perform the tasks (related to RFP) outside USA?

(like, from India or Canada) A: This requirement is performed at Fort Benning, GA, and the Chattahoochee Valley area, and requires the presence of the contractor personnel including PM. Contractor personnel should be present in the office daily from 8am-5pm. Contractor should be registered in the System for Award Management at SAM.gov, in order to do business with the US Government.

23. Can we submit the proposals via email?

A: In accordance with the solicitation: Submission shall be made via e-mail to cardova.d.hall.civ@army.mil. Delivery of offers via mail and facsimiles will not be accepted.